THE IMPACT OF ORGANIZATION AND METHOD ON OFFICE MANAGEMENT” CASE STUDY OF YOUR OFFICE.

CHAPTER ONE

1.1     INTRODUCTION

Organization and methods was originated through the efforts of the pioneers of scientific management such as Taylor and Gilbert whose  work influenced. The early approaches and establishment of the function in so many organization.

Organization and methods is simply the used  of work study techniques to the structure and procedures of an organization in order to improve the efficiency of an organization.

Organization and  methods has transformed into a very valuable component of an organization. In fact it become a specialized field with career prospects, especially for our teaming unemployment. It provide opportunities that are both challenging and satisfying  to the average intellectual employee to prove his with  in improving and processes.

The British standard 3188.1001 defines organization and methods as the systematic examination of activities in order to improve the effective use of human and other material resource.

According to Harzel (2001) defines organization and methods “is the application of work study techniques to the structure and procedures of an organization in order to improve the efficiency of an organization system.

Briscoe (1992) defined organization and methods “as a specialist function which has a primary objective of improving efficiency and control in organizations. It is  thus seen as an essential function that should be part  of the make  u of any organization.  Organization and method and it associated techniques can be seen to form the basis of business process re-engineering and business process improvement.

1.1     BACKGROUND  OF THE STUDY

The must important reason of introducing organization and method is to improve administrative procedure and clerical practice in the office. Therefore its equally important to be familiar with  the  definition of office: -

Office can be deafen as a work area  for handling information or process equipment.

Office can also be seen as a place of work on the other hand it has been seen as a place where business activities are carried out. In which ever way an office is defined, it is to be noted that the world of work bring about the existence of office.

Office does not derives it meaning from the size of any room where clerical functions are being carried out. On the other hand, it has no reference to size or nature of activities that are taking place  in any Organization. For example; the room where lecturer attend to his student is called an office also, the room where the president of the federal Republic of Nigeria carried out is constitutional duties is also called an office.

Office management

This could be regarded as an act of putting into systematic relationship those elements and activities essential to the satisfaction of an office purpose.     

In a nutshell Organization and the method is simple the w ay and manner organizational activities is put in the right and most orderly manner. On the other hand is a process of coordinating organizational structure and procedures  in the most perfect way.

1.2     STATEMENT OF PROBLEM

When the employees  of an Organization are not fully equipped with knowledge of organization and methods the  way and manner in which office should be kept in the most desired order might be  a problem. This could result to loss of documentation and even low employees performance.

The question therefore asked is, is it the poor knowledge of organization and methods that lead to poor employees performance and improper documentation in Kaduna north local government are? At the same time does it mean if, every officer in Kaduna north Local Government is fully developed with the knowledge of organization and methods it will lead to help employees performance and proper documentation. This is actually an issue of investigation.

If the knowledge of organization and method is not provided there would be contribution cost of document and low performance. This research is therefore undertaken to monitor the level of the  knowledge of organization and method and it relevance to proper documentation an improve performance and also make recommendation on how to improve the knowledge of organization and  methods.

1.3     OBJECTIVES OF THE STUDY

Every research has a purpose and aim.  This research is to investigate the  impact  or organization and methods’ on  office management with particular reference to Kaduna North Local Government area. The researcher interest to provide answer to  issues of office management in the area under study. Therefore the objectives of this research among other are:

1. To investigate the level of office holders understanding of organization and methods.
2. To findout the problems that lack of the knowledge of organization and method can result to      
3. To find a way of providing the knowledge of organization and methods to office holders in the local  government area.
4. To investigate how the knowledge of organization and  methods will result to high employees performance and proper documentation.                                                                             

1.4     STATEMENT OF HYPOTHESIS

In carrying out this research, the following hypothesis has been formulated to which its validity with the tasted in course of the study. These hypothesis are:

Ho: organization and methods does not improve the processes of record keeping and documentation in the office.

H1: organization and methods improve the processes of record keeping and documentation in the office.

Ho: organization and methods does not encourage quick decision making, process and responses to business operations emerging issues.

Ho: organization and methods encourage quick decision making, process and responses to business operations emerging issues.

It is also among the significant of this study to find out problems that are likely to happen as a result of inadequacy of the knowledge of organization and method and provide remedy to such problems. And to save as reference to office holders and other researchers.

1.5     SIGNIFICANCE  OF THE STUDY

The importance of this project can not be over emphasized because the organization and method is a course that is designing for the smooth management of  office which is the coordinator  of all organization activities therefore:

1. There is the need for knowledge of organization and method for the smooth management of office.
2. The research work will be a source of research to other researchers and also a refresh point.
3. The research work also find out problems likely to be faced by all office users.           

1.6     SCOPE OF THE STUDY

The vital part of   this study is the impact of organization and methods on office management. In the courses of the study, the researcher will limit it study to Kaduna North Local government.

1.7     LIMITATION OF THE STUDY

          The limitation of this research can be view from the fact that the respondent are serving members of Kaduna north local government and Sultan Bello primary school they  were very busy to the extent that the appointment which were booked has changed and new booking obtained before the issuing of the questionnaire. Also some considered the information required to be official and a such wanted to seek permission from their superior before attempting the questions.        

1.8     HISTORICAL BACKGROUND OF KADUNA NORTH LOCAL GOVERNMENT

Kaduna north local government comprises of 626 hectares of land area, and it comprises of the following districts:

a) Doka (b) Gabasawa (c) Kawo and (d) Unguwar Shanu

The local government was established in 1991 from former Kaduna Local government. It is locates at centre of the state, boarded by chikun local government area at south, east, Kaduna south Local government area, at the south west as well as Igabi local governmentarea of north west.

The name, “Kaduna” was derived from crocodiles at initial stage. This was because crocodiles fill up the only  river that flows across Kaduna from Kangimi river. The plural of crocodiles in Hausa language was “Kaduna”, which was called crocodiles and authormaticaly thename  of the town was named after the plural from of  crocodiles in Hausa. Kaduna become established been a garrison town an being an administrative centre for colonist and capital of regional government 1966, under the leadership of sardauna “Sir Ahmadu Bello” in the northern region.

The secretariat “Magajin Gari” wasnamed of after Malam Abdullahi sambo Magajin Garin Zazzau in Kaduna. It was under the control of Zaria Native authority. The  emir of Zaria send malam Abdullahi Sambo as his represent in establishment of northern region province as requested by lord Luggard.

TRADITIONAL SETTLEMENT

As earlier mention,Kaduna was under the control of Zaria native authority. Therefore, Lord Luggard request the Emir to sent one  of his title  to represent  him in the establishment of province in the northern region of which Mallam Abdulahi Sambo was sent to represent the Emir, the Magajin Garin  Zazzau.

In order to bring Kaduna together with political complexity, the district head of  Kaduna are all under the royal Kaduna of Zazzau.

Although they are employees of Kaduna north local government, this shows clearly that they are in one way or the other not under the traditional council of  chiefs.

Under the districts there are certain area which comprises the following: Doka comprises,Mai Burji, Liman, Gaji, Kabala, Gabasawa comprises U/rimi, U/Kadu, Rafin Guza, Malali Badarawa, U/Kanawa, U/Shanu, U/Dosa, Abakpa, Hayin Banki.

FOREST RESERVES

Due to industrial building and being an urban area Kaduna north Local government have no provision for  forest reserves.

AGRICULTURAL AND NATURAL RESOURCES

Kaduna North Local Government plays a  vital role  in the production and encouragement of agricultural and natural  resources of the geographical features such as fertile hand, and stream and rivers.

THE DOMINATION TRIBES

Kaduna people are predominantly Gwaris, Hausa and Fulanis. These are also settles from various tribes in the state and the con country as a whole e.g. yorubas, Igbos, Idomas, Igalas etc.

SOCIAL ASPECT

The social and educational facilities of the town have also undergone marked improvement with the establishment of more primary secondary, post secondary and adult education institution in Kaduna township, the level of education has improved considerably.      

HOUSING

There are two types of housing in the area the modern and tradition the  modern comprises of the government reserve area and federal housing. The traditional are the state housing and estate situated at  various location within the local government.

ECONOMIC

The non-existing capital and infrastructure facilities of previous years  are being tackled for Kaduna local government is trying to mobile and direct the labour of the people towards the current trend of meaningful economic development and sound economic productivity.

Kaduna Town is  very unique in the sense that it’s the capital of Kaduna state. The local government has an important railway junction, as well as commercial industries centres, all these factors taken together largely contribute to the consmopolitan nature of the area and its mixed settlement pattern.

1.9     DEFINITION  OF TERMS

IMPACT: Is a contribution either positive or negative to the  particular concept. it could be seen as the influence of a particular concept  to the other.

METHOD: Is a way in which thinks can be done. On the other hand is a process or techniques an activity could be conducted.

ORGANIZATION: Is a group of people brought together for the purpose of achieving certain aim.

MANAGEMENT: Is the process of planning, organizing stapping, coordinating and controlling the efforts of organizational members and utilizing resources to achieve given organizational goals.

OFFICE: Is a place where clerical activities are carried out. In another direction it could be seen as a location where set of administrative and clerical function are performed.

ORGANIZATION AND METHODS: is the application of work study techniques to the structure and procedures of an  organization in other  to improve  the efficiency of the organization’s systems.